The
following blog on punctuation is not intended as a reference work. Simply,
it is a brief overview to remind and encourage users to be aware of the basic
uses of punctuation, as they are a vital part of Netiquette.
One of the most
overlooked aspects of email is punctuation. If used thoughtfully and properly
punctuation will add readability to one’s correspondence. If underused or not
used at all, its misuse can contribute to misunderstanding data, content, or
intention. Additionally, proper punctuation adds both a professional appearance
and sense of personalization and concern for the recipient.
Periods
Always have a period
(or sentence-ending punctuation mark) at the end of a sentence in the body of
an email. Periods are not necessary in message description fields unless there
are two sentences. Be careful not to have a misplaced period. This may cause
some spelling and grammar checks to insert a capital letter for the succeeding
word. The
period or full stop may only be a dot, but what a powerful dot! It is used to
separate sentences. Reading a passage not delimited with periods would be
extremely tiresome, and the meaning would become quite ambiguous. So, one must
remember, whether the sentence is short or long, it must conclude with a period (or other sentence-ending
punctuation mark. Periods have also been used traditionally to indicate an
abbreviation: for example, a.m. and p.m. In modern usage, however, this is becoming more
infrequent, and abbreviations now regularly appear without periods: for example,
am and pm.
Commas
These
marks represent the most errors in virtually any written communications. They
can be underused, overused, or even both. The use of commas should be kept at a
minimum in emails. The appearance of too many may mean there are sentences that
are too long, more modifiers than are needed, or a combination of both. If one
follows a simple set of rules for use of commas consistently, the quality of
emails will be improved. Mastering
the versatile comma can transform one’s writing. Here is a brief list of some
of its most important functions:
Itemizing
|
On the stationery
order, pencils, erasers, pens, staples, paper clips, and notepads were
listed.
|
To set apart persons
and names
|
John, what are you
doing here?
|
Adding an additional
thought
|
The wedding was, on the
whole, very enjoyable.
|
To set off comparisons
|
The louder she spoke,
the more he shouted.
|
Repeat punctuation
Ellipses,
which are a connected series of three periods or dots (…), are fine when used
properly, and they can enhance the tone or composition of a communication. For
other punctuation marks, repetition should not be used. The most common abuse
of this is with exclamation points (!!!) and question marks (???). These should
be avoided because even with the most sincere intentions, using these can
connote a sense of anger, condescension, impatience, or sarcasm. Multiple uses
of exclamation points or question marks are rarely applied in business
communication or literature. The three-dot ellipsis is primarily used to indicate missing words or
phrases. It can be subtly used in these instances to indicate an unfinished
thought.
An implied word or
phrase the reader is expected to know.
|
He was about to jump,
but then he thought….
|
Words or phrases
omitted from a quotation
|
When asked why he was
afraid of flying he said, “What…goes up, must…”
|
Disjointed speech
|
He was so shocked, he
could only mumble, “What the…I mean to say…Where in the …”
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most of what you need for email in a single book.=========================================== In addition to this blog, I have authored the premiere book on Netiquette, " Netiquette IQ - A Comprehensive Guide to Improve, Enhance and Add Power to Your Email". You can view my profile, reviews of the book and content excerpts at: www.amazon.com/author/paulbabicki If you would like to listen to experts in all aspects of Netiquette and communication, try my radio show on BlogtalkRadio and an online newsletter via paper.li.I have established Netiquette discussion groups with Linkedin and Yahoo. I am also a member of the International Business Etiquette and Protocol Group and Minding Manners among others. I regularly consult for the Gerson Lehrman Group, a worldwide network of subject matter experts and I have been contributing to the blogs Everything Email and emailmonday . My work has appeared in numerous publications and I have presented to groups such as The Breakfast Club of NJ Rider University and PSG of Mercer County, NJ. ======================================  |
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